Slide deck from my presentation at SharePoint Saturday DC, June 13, 2015.

1. How Forms and Workflows
Helped Save a SharePoint Implementation
The following is a true story.
Only the names have been changed, to protect the guilty.
SharePoint Saturday
Chevy Chase, MD
June 13, 2015
-AC/DC – Ain’t No Fun (Waiting Round to be a Millionaire)

2. THIS IS NOT A TECHNICAL PRESENTATION
KEEP
CALM
AND
ENJOY
ITS STILL GOOD STUFF

3. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
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4. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
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5. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
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6. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
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7. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
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2014

9. What’s Out:
• SharePoint 2007
What’s In:
• SharePoint 2010
• Improved InfoPath
• Improved SharePoint Designer
• Blossoming SharePoint Community
The Year was 2010….

10. About Me - Then
• Technical Trainer
• No SharePoint experience
• Important that people understand
what technology can do for them and
how to make it work them.
• This picture was the last time I wore a
suite to workMe in 2010

11. About The Customer
Primarily Membership Organization
Producer of Content
• Monthly Magazine
• Published books with external authors
• Training Videos
• Several large yearly conferences
• Smaller learning events

12. About The Customer
Typical Company Functions
• HR
• Finance
• Legal
Unique Company Functions
• In-House Copy/Print Center
• Creative Services
• Meeting & Travel
• Conferences

13. About The Customer
History with SharePoint
• Using since SharePoint 2003
• Just Implemented SharePoint 2010
• Using mainly for unit self promotion
• Rarely updated
• Little understanding of SP capabilities
• Poor reputation

14. SharePoint was an Old Playground

15. Our Vision of SharePoint

16. My SharePoint Path
End User Power User
Evangelist
&
Solution Provider
Contributed to my own basic
technical training site.
Advanced capabilities & ownership. Helped others understand, use,
& get excited about SharePoint.
Created solutions to help increase efficiency.
2010 2014

17. Our Goal #1: Go Paperless

18. Our Goal #2: Cheap, Easy, Fast

19. Copy & Print Services

20. Copy & Print Services - Before
Walk-Up Copy/Print Paper Form

21. Copy & Print Services - Before
• Time Consuming
• “Chicken Scratch”
• Lost Forms • Time Consuming
• Prone to Errors
• Lost in Inbox
• Large File Issues
• Varied locations
job details and
job files
• Crazy folder structure
• No metrics
• Difficult to find source
for repeat jobs
Walk-Up Copy/Print Paper Form

22. Copy & Print Services

23. Copy & Print Services - After
Walk-Up Copy/Print Online Form

24. Copy & Print Services - After
Improvements
• Decreased time to deliver job
• Decreased errors due to manual data entry
• No more lost forms
• Print job details and files together
• Easy to find old jobs for repeat work
• Metrics

25. That’s all it took…

26. Creative Services

27. Creative Services
• Graphics, web images
• Logo design
• Photo shoots
• Mac Users – All of them
Design Services
• Copyediting
• Substantive editing
• Proofreading
Editorial Services
• Video and audio
production/editing
• Post-production editing
• In house clips
• Consultations
Multimedia Services

28. Creative Services

29. Creative Services - Before
Paper-Based Walkup Forms - Same basic process for all 3 units.

30. Creative Services - Before
• Time Consuming
• “Chicken Scratch”
• Not all service
options on the form
• Too much on form
• Lost Forms • Time Consuming
• Prone to Errors
• Varied locations
job details and
job files
• Crazy folder structure
• No metrics
• Difficult to find source
for repeat jobs
• No customer status
feedback
Paper-Based Walkup Forms - Same basic process for all 3 units.

31. Creative Services

32. Creative Services - After
Online Walkup Forms - Same basic process for all 3 units.

33. Creative Services - After
Improvements
• Decreased time to deliver job
• Decreased errors due to manual data entry
• No more lost forms
• Easy to find old jobs for repeat work
• Customers receive job status updates
• Metrics

34. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
U
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2014
We are here in the story.

35. Financial Services

36. Back-Order Report - Before

37. Back-Order Report - Before
Daily report run from Association Management System

38. Back-Order Report - Before
Daily report run from Association Management System
Issues
• Daily email with Excel attachment to large distribution group.
• Changes to report caused re-email
• Multiple versions of the truth
• Saving each daily spreadsheet as unique file in file share – over 400 files
• No one was ever requesting to see the old files

39. Back-Order Report - After
Daily report run from Association Management System
Process stayed the same

40. Back-Order Report - After
Improvements
• Took 2 hours to develop the solution
• Email a link to webpage instead of including an attachment.
• Consumers can download PDF and print it if they want.
• Version control on PDF stored in library
• Deleted the 400+ old versions files from the file share

41. Meeting & Conference Planners

42. Meeting & Conference Planners
New Form & Workflow Solutions
• Meeting Request Form
• Group Travel Request Form
• Emergency Contact Form
• Food and Beverage Order Form
• Staff Housing Form (for Annual Conference)
• Staff Presenter Audio Visual Form

43. Human Resources

44. Human Resources Forms
Brand New Form & Workflow Solutions
• Compressed Work Week Request
• Degree or Certificate Program
Request
• Employee Referral
• Rewards & Recognition
• Recruitment Request
• Temp Staffing Request
• Monthly & Quarterly Reports
• Part-Time Employee Holiday
Election
• Sick Leave Donation
• Sick Leave Bank Request
• Telework Request
• Telework Agreement
• Training & Development Request
• Tuition Funding Request

45. Legal Services

46. Legal Services Forms
Brand New Form & Workflow Solutions
• Independent Contractor Agreement
• Content License
• Publishing Agreement
• Presenter Agreement
• Non-Disclosure Agreement
• Amend Existing Agreement

47. Legal Services - After
Improvements
• Metrics
• Reduced the time to create a contract
• Requesters know what info to provide
• No more emailing back-and-forth
• Reuse of existing request forms

48. Today’s Presentation is a Story
Exposition Rising Action
Conflict
We are here in the story.
2010 2011 2012 2013 2014
U
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49. Inventory of Forms
Copy/Print Services
• Print Request Form
Creative Services
• Editorial Request
• Design Request
• Multimedia Request
Financial Services
• Check Request
• Back Order Report
Meeting & Travel Services
• Meeting Request Form
• Group Travel Request Form
• Emergency Contact Form
• Food and Beverage Order Form
• Staff Housing Form
• Staff Presenter Audio Visual Form
Human Resources
• Compressed Work Week Request
• Degree or Certificate Program Request
• Employee Referral
• Rewards & Recognition (6)
• Part-Time Employee Holiday Election
• Sick Leave Donation
• Sick Leave Bank Request
• Telework Request
• Telework Agreement
• Training & Development Request
• Tuition Funding Request
Legal Services
• Independent Contract Agreement
• Content License
• Publishing Agreement
• Presenter Agreement
• Non-Disclosure Agreement
• Amend Existing Agreement
Information Technology
• New Site Request
• Personify Report Request
• Change Request
50+ solutions

51. Staff Interviews

53. Inventory of Forms
Copy/Print Services
• Print Request Form
Creative Services
• Editorial Request
• Design Request
• Multimedia Request
Financial Services
• Check Request
• Back Order Report
Meeting & Travel Services
• Meeting Request Form
• Group Travel Request Form
• Emergency Contact Form
• Food and Beverage Order Form
• Staff Housing Form
• Staff Presenter Audio Visual Form
Human Resources
• Compressed Work Week Request
• Degree or Certificate Program Request
• Employee Referral
• Rewards & Recognition (6)
• Part-Time Employee Holiday Election
• Sick Leave Donation
• Sick Leave Bank Request
• Telework Request
• Telework Agreement
• Training & Development Request
• Tuition Funding Request
Legal Services
• Independent Contract Agreement
• Content License
• Publishing Agreement
• Presenter Agreement
• Non-Disclosure Agreement
• Amend Existing Agreement
Information Technology
• New Site Request
• Personify Report Request
• Change Request
50+ solutions

54. The Line Held

55. Today’s Presentation is a Story
Exposition Rising Action
Conflict
2010 2011 2012 2013 2014
U
s
e
r
A
d
o
p
t
i
o
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R
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56. SharePoint was an Old Playground

57. Closing Thoughts
Forms & Workflows
=
Opportunity